Administrative Assistant III (Hybrid) - Radiology

Requirements

• Not Applicable
• Driver's License:
• A driver's license is not required for this position.
• More About This Job
• WashU Medicine Mallinckrodt Institute of Radiology (MIR) is a globally recognized center of imaging excellence and the academic radiology department at Washington University School of Medicine in St. Louis.
• This position will be housed in the Division of Nuclear Medicine supporting the Senior Vice Chair and Division Director. This individual will need to be highly organized and capable of working independently.
• The successful candidate will have:
• Strong administrative and clerical skills, including Administrative Assistance and Clerical Skills for scheduling, filing, document preparation, and data entry.
• Professional communication abilities, including clear written and verbal Communication skills for interacting with faculty, staff, students, and external partners.
• Proficient Phone Etiquette for handling calls, routing inquiries, and providing courteous, timely information.
• Experience with Executive Administrative Assistance or supporting leaders, including calendar management, meeting coordination,

Benefits

Additional Information

Scheduled Hours 40 Position Summary The Administrative Assistant will provide day-to-day administrative and clerical support to faculty, staff, and program leaders within the School of Medicine. Responsibilities include managing calendars, scheduling meetings, coordinating travel and events, and preparing documents, reports, and presentations. The role will also handle phone and email communication, greet visitors, maintain records and files, and support data entry and basic office bookkeeping tasks. Manages administrative and financial activities of the WUSM Radioactive Drug Research Committee (RDRC), reporting to the Committee Chairman. Coordinates monthly meetings, prepares agenda and minutes, screens incoming protocol documents; prepares correspondence. Monitors and processes protocol documentation for new projects, continuing reviews, modifications, and closures; selects and prepares documents for RDRC Chairman review. Coordinates closely with and provides approval data to the HRPO and Radiation Safety offices. Processes and tracks annual recertifications and quarterly progress reports. Maintains RDRC database. Coordinates preparation and submission of annual report to FDA for federally-regulated protocols. Monitors RDRC expense account and payroll sourcing. Prepares RDRC annual budget for submission to Dean, as approved by RDRC Chair. The Administrative Assistant will collaborate with various departments to ensure smooth office operations and timely completion of administrative processes. This is a full-time, hybrid role based in St. Louis, MO, with a combination of on-campus and work-from-home days as determined by department needs. Job Description Primary Duties & Responsibilities: Provides administrative assistance to the department. Performs all job functions such as scheduling meetings, composing a variety of materials, including confidential reports and correspondence, managing files; taking phone messages and handling those deemed appropriate, researching topics as needed. Coordinates and develops data using institutional knowledge of department and university content for special reports/projects; events on either university cycles or upon manager's request; prepares agendas, travel plans, documents, and transcription related to meetings and/or conferences; writes summaries and reports. Assists in preparing contracts, presentations and legal documents. Creates and prepares PowerPoint reports, Excel financial worksheets and contracts. Plans, coordinates, and manages events and programming for the department. Receives and screens telephone calls, answers specific questions and takes accurate messages. Responds to and resolves administrative problems, tasks, questions and inquiries on behalf of the department. Maintains administrative files for the department. Assists with special ongoing at the request of supervisor or as they arise. Performs other duties as assigned. Working Conditions: Job Location/Working Conditions Normal office environment Ability to travel to various on- and off-campus locations Physical Effort Typically working at desk or table Repetitive wrist, hand or finger movement Occasional lifting (25 lbs or less) Equipment Office equipment The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time. Required Qualifications Education: High school diploma or equivalent high school certification or combination of education and/or experience. Certifications /Professional Licenses : No specific certification/professional license is required for this position. Work Experience: Relevant Experience (3 Years)

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